02/23/2016 Minutes

MINUTES OF THE REGULAR BOARD MEETING OF THE ZION-BENTON PUBLIC LIBRARY DISTRICT
February 23, 2016

President St. Cyr called the meeting to order at 6:32 p.m.

ROLL CALL
Trustees: Present: Wendy Driver; Jacqueline Holmes; Mary Martin; Beverly Mull; Amy Onan (6:35pm); Dale Ridder (6:37pm); and Matthew St. Cyr.
Absent: None
Staff: Carol Dolin; Tara Caldara; and Elsie Martinez.
Visitors: Allen Gordon and Barbara Gordon.

PLEDGE OF ALLEGIANCE

AGENDA
The agenda was presented.
Motion: Mrs. Driver moved to adopt the agenda as presented. Second: Martin. Roll Call: Aye: Driver, Holmes, Martin, Mull, and St. Cyr. Nay: None. Abstain: None. Motion Carried.

COMMENTS BY VISITORS
Mrs. Dolin reported that Allen Gordon and Barbara Gordon received Unsung Hero awards at the 25th Annual Black History event the previous Saturday. David Osborne and the Library jointly nominated Mr. and Mrs. Gordon for the award, which honors people who have made a sustained and lasting contribution to the community over the years. In his presentation, Mr. Osborne recounted some of the wonderful things the Gordons have done over the years, including running a camp for children that changed many lives for the better. Ms. Holmes said the Gordons made a significant impact on her life as well. Ms. Caldara reported that she had prepared and posted some memorabilia about the Gordons and Holmes families. Trustees congratulated Mr. and Mrs. Gordon on their achievements and awards.

MINUTES

The minutes of the January 26, 2016 regular meeting were presented.
Motion: Mrs. Martin moved to accept the January 26, 2016 regular minutes as presented. Second: Driver. Roll Call: Aye: Driver, Holmes, Martin, Onan and St. Cyr. Nay: None. Abstain: Mull. Motion Carried.

The minutes of the January 26, 2016 executive session meeting were presented.
Motion: Mrs. Martin moved to accept the January 26, 2016 executive session minutes as presented. Second: Driver. Roll Call: Aye: Driver, Holmes, Martin, Onan, Ridder, and St. Cyr. Nay: None. Abstain: Mull. Motion Carried.

TREASURERS AND INVESTMENT REPORTS

The Treasurer’s and Investment report for January 2016 was presented. Borst Accounting is doing bank reconciliations and financial reports now. Audit adjustments were incorporated into the January reports. The interior pages of the report were dated December 2015. This was an error in formatting and the data in the report was actually for January 2016.

BILLS

The list of bills for January 2016  was presented for approval. Trustees asked about payments to Borst Accounting, Waukegan Roofing, Paddy Lynn, and the African Drumming programs. Borst Accounting does the monthly bank reconciliations and financial reports. The roof had a minor leak related to the snow and ice buildup. Mrs. Dolin will look into the programming costs and attendance and provide more information at the next board meeting.
Motion:  ­­­­Mrs. Driver moved to approve payment of wire transfers and checks #40397 and 40401-40490, in the amount of $185,581.36. Second: Ridder. Roll Call: Aye: Driver, Holmes, Martin, Mull Onan, Ridder, and St. Cyr. Nay: None. Abstain: None. Motion Carried.

REPORTS

After School Program:  Mrs. Mull reports that the After School Program is going well. The group plans a mini fieldtrip to Ryerson Woods in Deerfield for maple tasting.

LIBRARY DIRECTOR’S REPORT

Ms. Dolin presented the statistical, narrative and incident reports for January 2016. Traveling Library services have grown dramatically. More than twice as many residents are being served with 300% more materials being delivered. eServices and public service staff worked together to prepare mobile circulation devices and software to take materials checkout to the schools and other sites throughout the district. Dawn and Elise piloted the service at the schools and will deliver fiction and graphic novels three times a month. Online resources use has grown dramatically. Brainfuse Homework Help, Writing Lab, Resumes, and Test Center have been so successful that the cost quadrupled over last year. This was far more than budgeted, but because the service is so well received and used, we will reallocate funds from other materials budgets and Mrs. Caldara negotiated terms to enable us to retain the service with the current structure. The use of eBooks, eAudio, eMagazines, and downloadable music are also seeing dramatic increases. Madelynn is partnering with the Red Hat Ladies to provide programs for adults. The adult coloring program, Colors and Chillers, drew a nice crowd. ZB Reads is also going well with adult, teen, and children’s book clubs reading I am Malala. The 3D printer and large screen monitor displays have been installed and set up. Jasmin Pollock and Ryleigh Busch each had baby boys and report that they are doing well.

Mrs. Dolin reported what she learned, saw, and did at the ALA Midwinter Conference in Boston. Highlights included touring the Boston Public Library, which is undergoing a major renovation, PLA Community Engagement and Strategic Planning training, LLAMA leadership and HR committee work, and collection development with the exhibits and the Youth Media Awards presentation. She also reviewed Mrs. Washkoviak’s ALA Midwinter report, which featured the work she did with the Batchelder Award committee, exhibits, space planning, children’s collections, leadership, and the Youth Media Awards Presentation.

INCIDENT REPORT

Mrs. Dolin presented the incident report. Staff reports problems with patrons sent out of one area of the library only to go to another area and cause disruption there. Sometimes, the situation escalates to fights that require calls to Zion Police. Mrs. Dolin met with monitors and public service staff and worked with them to revise the behavior suspension policy and procedures. Staff also continues to train with the police on recognizing potentially unsafe situations, strategies to de-escalate violent situations, and efficiently moving patrons and staff out of harm’s way.

COMMUNICATIONS

  • The following communications were presented:
  • A compliment from a Deerfield patron for the library and staff in general and specifically Lorna, Allen, and Susan
  • A compliment for Sara, Tara, and Sean for the computer Boot Camp program

ACCENTUATE THE POSITIVE

Mrs. Dolin reviewed a report from the Teen Department for the Murder at a Slumber Party Murder Mystery program. The program and the report were outstanding examples of the creative, cost effective, and fun programs the library puts on. Mrs. Driver said her children enjoyed the program very much.

TRUSTEE DEVELOPMENT

Mr. St. Cyr summarized Short Takes part 4: Library Advocacy. Trustees are responsible for coming prepared and attending monthly board meetings, promoting and advocating for the library in the community, and fundraising. Mrs. Mull volunteers to present Part 5: Library Policies for the March board meeting.

UNFINISHED BUSINESS

None.

NEW BUSINESS

Nuclear Waste Policy Act Letter.
Motion: Mr. Ridder moved to endorse the letter from the taxing bodies regarding the Nuclear Waste Policy Act and designate Mr. St. Cyr to sign as representative for the library. Second: Driver. Roll Call: Aye: Driver, Holmes, Martin, Mull Onan, Ridder, and St. Cyr. Nay: None. Abstain: None. Motion Carried.

Adopt Intergovernmental Agreement
Motion: Mr. Ridder moved to adopt the Intergovernmental Agreement regarding the nuclear waste policy act and designate Mr. St. Cyr to sign as a representative of the library. Second: Mull. Roll Call: Aye: Driver, Holmes, Martin, Mull Onan, Ridder, and St. Cyr Nay: None. Abstain: None. Motion Carried.

Staff Goals for FY 2015-2016.
Mrs. Dolin presented proposed goals for the staff for the current fiscal year. These goals reflect the fact that the library has been in the process of developing a Strategic Plan and that we are more than halfway through the fiscal year. Staff have been working toward these goals in their community engagement and work activities and in their continuing education. Mrs. Dolin feels that most, if not all, staff should be able to meet the goals with the time remaining in the fiscal year.
Motion: Mrs. Driver moved to accept the goals for staff for FY 2015-2016 as presented. Second: Holmes. Roll Call: Aye: Driver, Holmes, Martin, Mull Onan, Ridder, and St. Cyr Nay: None. Abstain: None. Motion Carried.

Trustees requested that Mrs. Dolin bring samples of evaluation procedures for the library director to the March board meeting.

Staff Development Policy
Motion: Mr. Ridder moved to adopt the revised Staff Development Policy as presented. Second: Holmes. Roll Call: Aye: Driver, Holmes, Martin, Mull Onan, Ridder, and St. Cyr Nay: None. Abstain: None. Motion Carried.

Patron Suspension Disciplinary Policy and Procedures
Motion: Mrs. Driver moved to adopt the revised Patron Suspension Disciplinary Policy as presented. Second: Ridder. Roll Call: Aye: Driver, Holmes, Martin, Mull Onan, Ridder, and St. Cyr Nay: None. Abstain: None. Motion Carried.

Candidate Forum
Several people have approached Mrs. Dolin about hosting a candidate’s forum for the general election in the fall. The mayoral candidate forum drew such a large crowd that the library was not an effective space to host it. Mrs. Dolin contacted Dr. Clark from ZBTHS to see about using the school because the library’s space is not large enough to accommodate this kind of event. The CCC auditorium was suggested as an alternative site. Mrs. Dolin will continue to work on this. Mrs. Mull said an outside group booked a room for a candidate forum in March, which is not a library-sponsored event.

Meeting dates for Fiscal Year 2016-2017
Mrs. Dolin presented proposed dates for the regular board meetings for fiscal year 2016-2017.
Motion: Mrs. Onan moved to adopt the revised Patron Suspension Disciplinary Policy as presented. Second: Martin. Roll Call: Aye: Driver, Holmes, Martin, Mull Onan, Ridder, and St. Cyr Nay: None. Abstain: None. Motion Carried.

EXECUTIVE SESSION

Motion:  Ms. Holmes moved to enter Executive Session under 5 ILCS 120/2(c)(1) and 5 ILCS 120/2(c)21 at 7:47pm. Second: Onan. Roll Call: Aye: Driver, Holmes, Martin, Mull Onan, Ridder, and St. Cyr. Nay: None. Abstain: None. Motion Carried.

The board reconvened in open session at 7:57pm.

Motion:  Ms. Mull moved to release the minutes from all executive sessions prior to January 26, 2016. Second: Onan. Roll Call: Aye: Driver, Holmes, Martin, Mull Onan, Ridder, and St. Cyr. Nay: None. Abstain: None. Motion Carried.

ADJOURNMENT

Motion:  Mrs. Mull moved to adjourn the meeting.
Second:
Roll Call: Aye: Driver, Holmes, Martin, Mull Onan, Ridder, and St. Cyr. Nay: None. Abstain: None. Motion Carried. Motion Carried.

The meeting adjourned at 8:00 pm.

Approved: March 22, 2016

Signed: /s/ Beverly Mull, President Pro Tem
Attest: /s/ Mary Martin, Secretary

Recording Secretary: Carol Dolin